Announcing HCEA's 2025 Annual Meeting
Growing Stronger Together
August 6-8, 2025 • Loews Coral Gables • Miami, FL

Take the Driver's Seat at HCEA's Summer Break

HCEA's annual meeting (aka GST25) is the premier event where healthcare convention marketing professionals, industry suppliers, and association leaders come together to shape the future of medical meetings.

This year, we are thrilled to host the event at the Loews Coral Gables Hotel, just outside of Miami, from August 6-8, 2025.

HCEA is the only meeting dedicated to the unique challenges of exhibitors in the life sciences, from pharma and biotech, to devices and diagnostics, to healthcare IT. Our educational program is designed to ensure that every attendee leaves with insights and actionable tools.

While others are coasting through summer, approximately 250 healthcare event professionals will choose to reclaim control of their programs and chart a bold course forward. Between the spring congress rush and fall planning season lies your chance to accelerate the shift from where we are to where we’re going—from following trends to setting them. We’re building on the content you’ve told us is most useful, and providing you the tools to drive your program forward.

This year's conference will focus on how cutting-edge strategies, data-driven insights, and dynamic engagement can elevate healthcare exhibitions and events. Through expert-led sessions, hands-on workshops, and peer-driven discussions, we will explore the latest trends, technologies, and regulatory considerations influencing the healthcare event landscape.

What to Expect

Keynote: Hear from a thought leader on the latest in healthcare event innovation, attendee engagement, and strategic planning.
Educational Presentations and Panel Discussion: Dive deep into hot topics like AI-powered event personalization, evolving compliance regulations, and sustainability in exhibitions.
Industry Expo: Meet the top suppliers and technology providers fueling innovation in healthcare meetings. Interested in exhibiting?
Spotlight Sessions: fast-paced, creative, and topical presentations by leading suppliers.
Industry Roundtables: segmented by member type, discuss the key issues that matter most with fellow corporate, association, and industry suppliers.
The HCEA HCP Panel: The flagship session of our annual meeting, clinicians and other healthcare professionals weigh in on what's important and offer suggestions on how to make your exhibits more effective and memorable.

Three Days Packed with Networking and Learning

Wednesday, August 6, 2025

Make your way to the Loews Coral Gables and enjoy some time meeting with our sponsors in the sponsor expo before we kick off the annual meeting around noon. Education sessions, punctuated by period breaks continue through the late afternoon. Unwind, refuel, and meet new friends at our annual opening night reception.

Thursday, August 7, 2025

Kick off the day with a networking breakfast, followed by a full day of sessions, with frequent breaks for lunch, snacks, and free time to stay on top of work and family. On Thursday evening, enjoy greater Miami on your own or with new friends.

Friday, August 8, 2025

The final day of GST25 kicks off bright and early with breakfast, followed by educational sessions leading up to our signature event, the HCP Panel. Break in the early afternoon to head to the airport, or stay in town to enjoy the Florida sunshine.

A detailed agenda will be available soon.

Keynote Speaker

AARON DRAPLIN

Aaron grew up in the Midwest—Detroit, Michigan, to be exact—and at age 19, the aspiring young designer set out for the West Coast, where he eventually founded the company he runs today, Draplin Design Co. He quickly moved from designing graphics for snowboards to creating icons for multinational brands, building an enviable roster of A-list clients as diverse as Ford Motor Company, Nike, Patagonia, and the Obama administration.

He’s also a successful entrepreneur, co-creator of the legendary Field Notes memo books, and the brains behind what might just be the world’s best merch store. He’s an educator who continues to inspire legions of aspiring graphic designers. He’s an author—his first book, Pretty Much Everything, is now in its 12th printing. And he’s a sought-after speaker, with more than 550 gigs under his belt.

Aaron is not your average keynote speaker. No jargon. No corporate buzzwords. Maybe a little salty language. But definitely real insights on brand authenticity, design that connects, and the power of putting craft—and people—first.

Aaron’s presentation will prove that compelling storytelling has commercial purpose. His work will inspire us to bring new levels of creativity and impact to our design strategies and show us how to construct brand experiences that are both authentic and memorable. His colorful stories will remind us that work/life balance isn’t always about drawing strict lines between the two.

Worst case? He’ll prove that not all designers wear black turtlenecks.

An Education Program Rooted in Three Powerful Pillars

Defend the Channel and Prove Its Value

Develop robust frameworks to measure, articulate, and champion the unique impact of what we do. Learn how to confidently demonstrate ROI to your organization's leadership during budget season.

Embrace Strategic Simplicity

Discover how sophistication doesn't mean complication. Learn streamlined approaches to program management, agency value, and creative innovation that deliver powerful results without unnecessary complexity, helping your team focus on what truly matters.

Shape the Industry's Future

Join fellow innovators in defining what comes next that determines what will become tomorrow's best practices.

Our lineup is designed to keep you ahead of the curve, with insights from industry leaders, cutting-edge technology discussions, and practical, actionable strategies for navigating the evolving world of healthcare conventions.

Education Program Day by Day

Day One – Trends, Technology, and Human Connection

The Future of Medical Conventions: Key Trends that Will Shape the Value of the Medium for Years to Come – A presentation and Q&A on the biggest trends shaping our industry in the next two years.
Healthcare Conventions as the Cornerstone of Your Omnichannel HCP Engagement Strategy – Hear from a technology expert on the tools and strategies shaping engagement with healthcare providers and learn the steps convention managers should take to stay ahead.
Sustainability at Healthcare Conventions: What’s Next - Two sustainability experts share practical advice on how to make meaningful progress. Learn the right questions to ask, how to track and communicate your data, and build on our previous discussions around the state of sustainability.
Building Substantive, Authentic Engagement Across Generations and Disciplines: A Primer for Healthcare Event Professionals – A career development session focused on creating authentic connections using empathy and human-centered communication – a model you can use personally and share with your exhibit team.
Welcome to Miami – Delegates from the Greater Miami Convention and Visitors Bureau will extend a warm welcome to our esteemed group, providing valuable insights into the extensive array of resources available to healthcare convention organizers, event planners, and meeting facilitators.

Day Two – Keynote, Deep Dives, and Industry Insights

Keynote Session – We are excited to announce that Aaron Draplin, the creative force behind Draplin Design Co., will kick off day two of our Summer Break.

Power Tips for Using AI to Boost Your Healthcare Marketing – Discover how artificial intelligence can supercharge your marketing strategies and enhance your impact. This session will also cover creative, practical ways peers and competitors are using AI to save time, streamline decision-making, and build consensus within your team.
Big Impact, Small Spaces: Perspective from Three Designers – Advice, both practical and less obvious, from exhibit designers on maximizing impact and drawing power, even in smaller spaces or with tighter budgets. Learn the tricks of the trade to make every dollar and every square foot count.
Understanding Real Costs, Hidden Opportunities, and Data-Driven Leverage – This two-part session brings together industry experts to reveal the financial realities of today’s conventions. Part I explores new data, a detailed case study, and a benchmark report to uncover how show organizers generate revenue—through booth sales, sponsorships, and premium placements—and the rising costs exhibitors face. Learn how benchmarking tools can expose hidden opportunities, guide smarter pricing, and strengthen your negotiation strategy. Part II will take a broader look at the financial trends and performance metrics shaping events across industries, offering practical insights to help you better position your program for long-term success.
Costs, Communication, and the Future of the Healthcare Conference Model: Associations Weigh In – A freewheeling panel discussion featuring association leads weighing in on the challenges facing the exhibitor/association model, including pricing pressures, communication strategies, and the evolving needs of both sides.

Day Three – Big Picture Thinking and Real-World Insights

The Big Shifts Ahead: Seismic Changes in Healthcare and What they Mean to You: Dr. Bill Trombetta returns with a fast-paced overview of the legal and business events causing fundamental shifts at the highest levels of the industry. Learn how these big changes could impact promotional spend and conventions in the months ahead.
HCEA Annual HCP Panel – Our annual HCP panel, where physicians weigh in on what works, what resonates, what appeals, and what they believe drives meaningful behavioral change at medical conventions. This is your chance to hear directly from the people you’re trying to reach.

Session times, session titles, and a full roster of speakers will follow soon!

*Please note: GST25 program, including sessions and speakers, are subject to change. Visit this page for an up-to-date program.

Who Should Attend?

Whether you’re a corporate exhibitor, association professional, or an industry supplier, you will gain invaluable insights and connections to enhance your strategy and maximize event impact.

Corporate Members

Gain actionable insights and tools to optimize your program
Network with your peers and representatives at key associations and show organizers
Identify top suppliers who can help propel your program to new levels

Associations and Show Managers

Gain insights into how evolving industry trends may impact your events and the value they represent to both your exhibitors and delegates
Trade insights and solutions with fellow associations and show organizers
Hear firsthand from healthcare exhibitors and the challenges they face

Industry Suppliers

Build relationships with current and prospective clients
Learn firsthand about the issues that healthcare exhibitors and associations face, and become part of the solution
Promote yourself and your company
Share insights and solidify with fellow suppliers and service providers

Logistics

HCEA's annual meeting will take place at the Loews Coral Gables Hotel, centerpiece of The Plaza Coral Gables, a new mixed use development. Just minutes from downtown Miami, the Loews offers plush accommodations, myriad dining options, and easy access to both downtown Miami and Coconut Grove.

HCEA has reserved a limited number of discounted sleeping rooms for GST25 attendees. We will provide a booking link with confirmation of your registration.

Miami International Airport (MIA) offers non-stop flights to and from hundreds of cities, and is a short 15 minutes away.

Register Now

Your investment in HCEA's Summer Break pays dividends all year. Your team will be more effective. Your leadership will love you. And your competitors will wonder how you spent your summer because you're getting so far ahead.

	Earlybird (on or before May 31, 2024)	Standard (June 1st or later)
Corporate	Member - $275 Prospect/Non-member - $775	Member - $425 Prospect/Non-member - $775
Association	Member - $175 Prospect/Non-member - $775	Member - $325 Prospect/Non-member - $775
Industry Partner	Member - $675 Prospect/Non-member - $775	Member - $775 Prospect/Non-member - $775
Ready to Work	Member - $150 Prospect/Non-member - $775	Member - $300 Prospect/Non-member - $775

Our flat-rate registration fee includes full access to conference sessions, afternoon snack breaks, our Wednesday evening networking reception, lunch on Thursday, and breakfast on Thursday and Friday.

If you are a current HCEA member, please make sure to log in first before registering for GST25. If you need to, you can reset your password.
Please note that all registration fees are non-refundable. Registrations can be transferred to another HCEA member in good standing any time prior to opening day.

Interested in Sponsoring the Annual Meeting?

HCEA offers two ways to become a sponsor:

Our year-round sponsorship opportunities are outlined here, and include valuable benefits at the annual meeting.
We also offer annual meeting-specific sponsorship opportunities. You can find those here.

Questions? Contact Us.

Have questions we haven't answered here? Drop us a line here.

Announcing HCEA's 2025 Annual Meeting
Growing Stronger Together
August 6-8, 2025 • Loews Coral Gables • Miami, FL

Take the Driver's Seat at HCEA's Summer Break

What to Expect